TOWN OF EAST WINDSOR
BOARD OF SELECTMEN MINUTES
JANUARY 20, 2009
Page 1 of 1
I. TIME AND PLACE OF MEETING
The meeting was called to order on Tuesday, January 20, 2009 at 7:40 p.m. at the East Windsor Town Hall, 11 Rye Street, Broad Brook, CT
II. ATTENDANCE
Denise Menard, First Selectman
Gilbert Hayes, Deputy First Selectman
Mark Simmons, Selectman
Dale Nelson, Selectman (to arrive later d/t attendance at Housing Authority Meeting – Arrived 8:15 p.m. in time for the 10F presentation)
Unable to Attend: Edward Farrell (scheduled)
III. ADDED AGENDA ITEMS - None
IV. PREVIOUS MINUTES
A. Approval of Special Meeting Minutes of January 6, 2009
MOTION: To approve the special meeting minutes of January 6, 2009, as presented.
Made by Mr. Simmons, Seconded by Mr. Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED
B. Approval of Regular Meeting Minutes of December 16, 2008
MOTION: To approve the regular meeting minutes of December 16, 2008, as submitted
Made by Mr. Hayes, Seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED
V. PUBLIC PARTICIPATION – None.
VI. COMMUNICATIONS – The following were for the Board’s information and brief discussion was held on various items:
A. DECD/ADA Improvements approved
B. Emergency Operations Plan Correspondence
C. CCM Correspondence
D. Connecticut Labor Force Data/October & November 2008
E. Metro Hartford Alliance Invitation
F. Correspondence/Bulky Waste
G. Scout Hall Thank you
H. Annual Report
VII. SELECTMEN’S REPORTS
A. Denise Menard, First Selectman
Denise Menard report to the Board of Selectmen, as read:
I’ve shared any emails I’ve received about or from Ed Farrell so you all pretty much know what I know. It has been suggested that the Board of Selectmen ask if he would be able and interested in being teleconferenced for our meetings. Let me know how you feel about that and I’ll check with Ed and how we could get that done if you like.
Our new Treasurer has been on the job for a little over a month and busy settling in, getting acquainted with the way we do business and getting ready for the 2009-2010 budget process to begin. Although she has asked to be kept low key, I have to say that I am delighted to have her here and moved to Town Hall as of last Monday.
The move, as all moves are, was a bit of a challenge for everyone, the Park and Recreation, Treasurer’s and the Public Works’ staff but everyone pitched in, worked with the inconveniences of a move and everyone is pretty much settled in.
The Shared Services Committee met on December 24. We reviewed the shared services we have so far.
- Insurance (medical, dental, liability, auto & property),
- Fuel (diesel & heating oil),
- Communications (radios and cell phones),
- Office space (Park and Rec office at the High School) and
- Facilities Management (maintenance of all Town Bldgs now under one manager).
The Committee discussed looking at what financial functions might be shared, working toward the model that was discussed last year. The first functions the Committee will look at for possible sharing are budgeting, payroll and personnel.
As you have all probably seen, the first piece of the Town Hall window project was completed last week. The windows themselves are all in, although the bottom center of each has temporary glass until the cranking mechanism, screen etc for the bottom center comes in. The window company said the doors should be in shortly and will be the next thing to be installed . . . soon I’m told, all except the back door which is part of a separate project that is in process. We have received approval for that door and a number of other improvements that will help us get closer to compliance with the American Disabilities Act for this building, the Senior Center, the Annex and the Police Station. (See the first item under Communications)
The 2009-2010 budget has begun. We can discuss under our budget agenda item where we stand. I will say that I think we all learned a lot during last year’s budget process and I am already working to improve how we handled the whole budget process.
As of this past Friday, all Town vehicles have the Town Seals on them.
Finally, on this historic day in our nation’s history, I would just like to say God Bless America and God bless our wonderful Town of East Windsor.
B. Gilbert Hayes, Deputy First Selectman
· Mr. Hayes commented on the ongoing quest for CT Transit in East Windsor and detailed discussion and assistance from Tim Howes.
· Wetlands Commission – There is a rough draft plan in place for fine and enforcement for East Windsor.
C. Edward P. Farrell, Selectman – No report
D. Dale Nelson, Selectman – No report
E. Mark Simmons, Selectman –
· Veterans Commission discussed the monument for East Windsor Veterans and the ongoing project to get flag holders in all Veteran graves.
· BMX Bike Park – The next fundraisers will be a winter fest at a local restaurant, a bus trip to Mohegan sun and then a pancake breakfast.
· Park and Recreation – There is enthusiasm about the new office and a website will be used in the near future. This commission acknowledges the budget constraints and will submit a bare bones budget. There was discussion held about increase in fees for the pavilion and field rental.
· PZC – Mr. Simmons highlighted the pending applications and approvals, if any.
· EDC – Discussions regarding the Welcome East Windsor sign replacement due to damage.
VIII. BOARD AND COMMISSION RESIGNATIONS & APPOINTMENTS
A. Resignations: none
B. Re-Appointments: None
C. New Appointments:
American Heritage River Commission
Michele Belisle, (D) as a full member to fill a 4-year vacancy to expire 11/01/2011
MOTION: To appoint Michele Belisle as a full member to the American Heritage River Commission to fill a four (4) year vacancy term to expire 11/01/2011.
Made by Mr. Simmons, Seconded by Mr. Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED
Ethics Commission
Daniel Belisle, (D) as a full member to fill a 4-year vacancy to expire 10/1/2010
MOTION: To appoint Daniel Belisle as a full member to the Ethics Commission to fill a vacancy for a four year term to expire 10/01/2010
Made by Mr. Hayes, Seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED
D. Board and Commission Current Vacancies (See Attached)
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MOTION: To go out of order to Item 10F and Item 10E and 12A.
Made by Mr. Hayes, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED.
New Business.
XF. Laurie Whitten, Town Planner/Grant application for creation of Incentive Housing Zones
Ms. Whitten came before the board to ask endorsement for a grant. This is an incentive housing program with the initiative to create zones in towns that have higher density and mixed income housing so that the workforce in the state can live in the State. 20% have to fall within the median income – for East Windsor is $62,000 – 80% of which is $49,600.
It is statistical that ages 18-34 age work force cannot live in the state that they work in. Ms. Whitten detailed the parameters set by this program, as well as current East Windsor guidelines. The grant is $50K which allows the Town to hire consultants to see if it is feasible to do this program. There is no commitment of town – even if town finds feasibility to proceed with this program and chooses not to. If the town does create the incentive housing zone – for every unit in that zone the town gets $2,000 that can be used for. All the Town has to say is they created the zone and how many units. Mr. Simmons was concerned with open ended money that can be used for anything – but felt it might be important for the Board of Selectmen to ear mark the money –
for example for public safety, the fire department, etc. The income requirements are for household income. If you build the unit then the town again receives $2,000 for each multi family units and $5,000 for single family.
It is a program that might be worth looking into the feasibility for East Windsor. The study does not obligate the Town, but seeks the information through studies that can help the town in the long run. From what Ms. Whitten has heard, if a Town applies for the grant, the Town receives it and there is no matching portion. It is more work, but should be well worth it for the town.
Ms. Menard indicated again, by committing to the grant and doing the study, the Town of East Windsor is NOT committing to doing this initiative. It is just monies used to see if it is feasible, but does not require the Town to go forward with the program. Mr. Simmons is understood this is the initial step, but he again stressed that all items need to be investigated, including the potential of impact for public safety, i.e. the need for more fire trucks.
MOTION: To adopt and authorize the first Selectman to sign the following resolution:
Be it resolved that the East Windsor Board of Selectmen endorses the submission of this grant application for assistance with incentive housing zones entitled, “State of Connecticut, Office of Policy Management, Home Connecticut Technical Assistance Grant Application”. The Board of Selectmen encourages the Town Planner, Laurie Whitten , and the Planning and Zoning Commission to use the grant monies to employ consultants to investigate and eventually implement incentive housing zones within the Town of East Windsor to promote work force housing for our citizens.
Made by Mr. Hayes, seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED.
(continued out of order, from this point forward Ms. Nelson was present)
XE. WHPFD & BBFD Request for Funding
Chief James Barton of the Warehouse Point Fire Department and Deputy Chief Gerald Bancroft came before the Board and presented a detailed power point presentation on a communications issue. Before the presentation, Chief Barton indicated currently the Town has no capability to review incidents via recording if there is a need, say for court. Mr. Barton expressed that he thought it was overlooked in radio project, due to the fact that one channel is recorded, but it is not the one that is operated on.
The current radio channels and functions were detailed. Dispatchers operate out of Tolland and that is the only recorded line. Fire companies on scene use an “incident channel” all incoming companies are on “incident one” so when each truck company is talking back and forth, on scene, off scene and request for services are on dispatch channel (i.e. TN dispatch) so they do not cross over on the incident channel at the seen.
If BBFD and WHPFD have two separate calls then incident one and incident two channels, will be used, and this proposal will all allow for both scenes can be recorded. Mr. Bancroft detailed the need for incident channels and how they operate during a call with multiple apparatus. This will also help to eliminate unwanted traffic on the dispatch channel.
It was also detailed that recorded incident channels for fire ground operations can be an important tool to be used for drills and training and further education for the department and its members. These incident channels will be important for safety and liability aspects. It was acknowledged this could be a double edged sword as it could help as well as harm the Department in the liability realm. Previously this was not an issue, as the old system had one channel, all recorded, now with the new system, the incident channels, there is a need to have recordings.
At the conclusion of the presentation Mr. Barton detailed the estimates presented. It was determined, through a recent vendor meeting, that the Departments will need one radio for each channel recorded – one radio/recorder ($200) per channel. This is not a request for all new radios – the monies are for the system itself. The system will need five radios – as it is a five channel system. Several quotes were received, including one from Marcus Communications, who did the radio system. Chief Barton frankly explained to that vendor that the Town would shop around as the Marcus quote was high, so a new quote will be submitted in the near future by Marcus Communications to Chief Barton. There is a lease option and a purchase option.
Ms. Menard inquired why these gentlemen were requesting this item now and not at budget time. Mr. Barton indicated he was under impression that when public safety committee is disbanded, the communications piece went to Selectmen budget. He learned that was not the case the day of the meeting. Ms. Menard indicated there is still the communication line. Ms. Menard suggested this item be put into that line item as the Board of Finance is not receptive to added appropriations. The idea of incorporating this into the Fire Department budgets was discussed. The Departments were not sure how to do so, in that both departments are using it. Ms. Menard suggested that the budget request be 50% and 50% for each department. Ms. Menard indicated the communications line also
incorporates the police, schools, parks and recreation, etc.
Ms. Menard felt this item should be tabled. The Department can get a firm price on the cost and Ms. Menard will see exactly what fund remain in the communications line item
Discussion also took place on how departments go about purchasing batteries from this communications line item.
MOTION: To table this item to the next regular Selectmen’s meeting
Made by Mr. Simmons, seconded by Mr. Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED.
XIIA Pursuant to C.G.S. Section 1-200 (6) (b)
To Include Town Assessor
MOTION: To enter into Executive Session at 9:00 p.m. pursuant to C.G.S. Section 1-200(6)(b) to include the board of Selectmen and the Town Assessor, Carol Madore.
Made by Mr. Simmons, Seconded by Mr. Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED
MOTION: To come out of Executive session at 9:20 p.m.
Made by Mr. Simmons, Seconded by Mr. Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED
ACTION
MOTION: To approve the settlement agreement for Sofia's Plazas, LLC. vs. East
Windsor Board of Assessment Appeals & Town of East Windsor in accordance with the Town Assessor’s recommendation to reduce the fair market value of real property located at 122 Prospect Hill Rd. by 11.46%.~ If possible, the refund will be applied as a credit on the 2nd half installment of taxes to be paid on the Grand List of October 1, 2007.
Made by Mr. Hayes, seconded by Mr Simmons.
ALL MEMBERS IN FAVOR. MOTION CARRIED
MOTION: To approve the settlement agreement for Sofia's Plazas, LLC. vs. East
Windsor Board of Assessment Appeals & Town of East Windsor in accordance with the Town Assessor’s recommendation to reduce the fair market value of real property located at 2 North Rd. and 2 North Rd. Rear by 5.01%.~ If possible, the refund will be applied as a credit on the 2nd half installment of taxes to be paid on the Grand List of October 1, 2007.
Made by Mr. Simmons, seconded by Ms. Nelson
ALL MEMBERS IN FAVOR. MOTION CARRIED
MOTION: To approve the settlement agreement for Monaco Broad Brook
Properties, LLC. vs. Town of East Windsor in accordance with the Town Assessor’s recommendation to reduce the fair market value of real property located at 108, 110 & 112 Main St. (Broad Brook) by 25.89%.~ If possible, the refund will be applied as a credit on the 2nd half installment of taxes to be paid on the Grand List of October 1, 2007.
Made by Ms. Nelson, seconded by Mr Hayes
ALL MEMBERS IN FAVOR. MOTION CARRIED.
Consensus to return to agenda order.
IX. UNFINISHED BUSINESS
A. Resident’s Request/Municipal Tax Amnesty
Currently East Windsor has a veterans exemption and the state circuit breaker program. A tax deferral program would have to set certain income levels and it reduces interest rate from 18% to whatever the Board sets for interest rate (until property sold). Work credit program seemed to be one where tax was forgiven but the Town received something back, maybe for public service volunteer items. By consensus the Board agreed to have the Tax Collector, who offered, to research the relief for municipalities Senate bill. The concerns of the board include what administration is involved with these various programs and the overall cost of such a program to the town, as well as guidelines for amnesty. The board would be interested in an updated list of current
programs available for taxpayers and the qualifications for same.
B. *Discussion of Board/Commission Volunteer Recognition Program
C. *Charter Revision Update
X. NEW BUSINESS
A. Approval of Tax Refunds
MOTION: To approve the tax refunds in the amount of $2,499.30, as recommended by the Tax Collector.
Made by Mr. Simmons, Seconded by Ms. Nelson
ALL MEMBERS IN FAVOR. MOTION CARRIED
B. April/Fair Housing Month
Ms. Menard detailed the Connecticut small cities block grant application coming up for prospect Hill Rehab Project, as well as the ADA project coming up.
1. Adopt Fair Housing Resolution
MOTION: To adopt and authorize the First Selectmen to sign the Fair Housing Resolution as set for in Attachment A.
Made by Mr. Hayes, Seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED
2. Adopt Fair Housing Policy Statement
MOTION: To adopt and authorize the First Selectmen to sign the Fair Housing Policy Statement as set forth in Attachment B
Made by Hayes, Seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED
3. Adopt Title VI Equal Opportunity Statement
MOTION: To adopt and authorize the First Selectmen to sign the document entitled “Compliance with title VI of the Civil Rights Act of 1964, as set for in Attachment C.
Made by Mr. Hayes, Seconded by Mr. Simmons
ALL MEMBERS IN FAVOR. MOTION CARRIED
C. DEP/Television & Computer Equipment Recycling Program
By consensus the Board is asking the Selectmen’s office to contact surrounding towns to see what they are doing and see if we can join them.
D. Wear Red Day for Women Proclamation
MOTION: To authorize the First Selectmen to sign the Proclamation for Wear Red for Women Day, as set forth in Attachment D.
Made by Ms. Nelson, seconded by Mr. Hayes
ALL MEMBERSIN FAVOR. MOTION CARRIED.
E. WHPFD & BBFD Request for Funding – Discussed above, out of order
F. Laurie Whitten, Town Planner/Grant application for creation of Incentive Housing Zones Discussed above, out of order.
XI. BUDGET MATTERS
A. Budget Discussion
The Board briefly discussed the upcoming budget year expectations, schedule and philosophy.
XII EXECUTIVE SESSION
A. Pursuant to C.G.S. Section 1-200 (6) (b)
To Include Town Assessor DISCUSSED ABOVE, OUT OF ORDER
B. Pursuant to C.G.S. Section 1-200 (6) (E)
No second (Item B) Executive session was held.
XIII. ADJOURNMENT
MOTION: To adjourn at 9:50 p.m.
Made by Mr. Hayes, seconded by Ms. Nelson
ALL MEMBERS IN FAVOR. MOTION CARRIED.
Respectfully submitted,
Cynthia D. Croxford
Recording Secretary
*Starred items will not be discussed, but will remain on agenda pending receipt of additional information.
Attachments are:
A - Adopt Fair Housing Resolution; B - Fair Housing Policy Statement;
C - Title VI Equal Opportunity Statement; D - Wear Red Day for Women Proclamation
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